How Lessons learned can help you become an exceptional Project Manager? How Lessons Learned will improve your Project delivery Business?

Based on my experience, Lessons Learned task in Project Management is highly neglected. Even when done, it is done poorly. Just enough to tick the box on the list of tasks you need to do to finish the project.

Based on my experience, Lessons Learned task in Project Management is highly neglected. Even when done, it is done poorly. Just enough to tick the box on the list of tasks you need to do to finish the project. I asked my self why?

Why is Lessons Learned neglected?

When hard and difficult project is over, everyone just wants to leave it behind and move on with the next project. Team members are probably engaged on some other project elsewhere.

Bottom line is, as far as I could see, nobody really cares for Lessons Learned. Vendor collected the money and margin. Solution runs relatively smoothly for the client. Steering committee/Sponsor signed off the final acceptance. That’s it, the project is finished.

However, long term importance for the organization, team members and Project Manager is extremely high. It is even more important for young, low maturity organizations.

Importance of Lessons Learned

Project manager benefits from understanding where and how he could have done things better. Furthermore, it is an excellent opportunity to see how team members and Key Stakeholders perceived the project and his performance. Hence, these feedbacks are essential for understanding what Project Manager and organization can do better next time.

To look at the project from the positive side, some tasks could have been delivered exceptionally well. Some new, creative solution or approach is discovered that can and should be used in the future.

How to execute Lessons Learned?

First, you need to decide who do you want to be present in this workshop. Invite only those who can contribute. Make sure to create an atmosphere of open and honest discussion. Avoid inviting senior managers. People tend to hold back information on bad things when they are present. If needed you should plan a separate session with Senior managers, Sponsor, and Key stakeholders.

Bear in mind that these meetings can easily turn into blaming game and confrontation.

Make sure attendees understand the purpose of the meeting. You want to collect information that would be beneficial for future projects. You don’t want them to think that you looking for someone to blame for the bad outcomes.

Keep the conversation around these questions, in this particular order:

• What we were supposed to do, get and achieve?
• What we actually did, got and achieved?
• What are the reasons we have missed our target/reasons we have done exceptionally good?
• What we could have done differently in order to deliver as planned / What we should continue to do in the future?

Make it clear that you will stop any discussion not relevant or in accordance with the above questions. Also, be careful to notice and stop any negativity and badmouthing of other colleagues or team members not present.

Record all proposed actions that would be beneficial for future projects.

Collect your meeting minutes in the above order for each topic you want to cover. That way, you will get a highly useful document for yourself and your organization.

For longer projects, do the lessons learned activity after each phase. Even better, conduct it every time a large or challenging portion of work is delivered.

Final word of advice for Project Managers:

Always perform this activity. Even if it is not mandatory in your organization or you are not able to gather the team. Do it yourself. Ask yourself the above questions. Go through them carefully and reach a conclusion. This is the best way to collect the knowledge and experience from every situation and every project you manage.